# Multiple Project Organization **URL:** \ **Category:** Archive - Specifications Discussions #3\ **Created:** [September 19, 2006, 11:31pm UTC](https://forum.4specs.com/t/multiple-project-organization/616 "2006-09-19T23:31:17Z")\ **Posts on this page:** 20\ **Page:** 1
**Author:** ![Anonymous](https://avatars.discourse-cdn.com/v4/letter/a/8491ac/32.png) [@Anonymous](https://forum.4specs.com/u/Anonymous)\ **Post date:** [September 19, 2006, 11:31pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/1 "2006-09-19T23:31:17Z")
Do you guys have any tips on working on multiple projects and keeping everything straight. Lately that I have been forgetting to do things that the architects have requested. The architects don’t understand that I have to work on EVERY project in the office while they work on one or two. Any useful organizational tips would be appreciated. ---
**Author:** ![Davemetzger](https://yyz1.discourse-cdn.com/flex047/user_avatar/forum.4specs.com/davemetzger/32/389_2.png) [@Davemetzger](https://forum.4specs.com/u/Davemetzger)\ **Post date:** [September 20, 2006, 2:07am UTC](https://forum.4specs.com/t/multiple-project-organization/616/2 "2006-09-20T02:07:55Z")
As an independent specifications consultant, I have worked on multiple projects simultaneously for years. The organizational technique that works for me is lists lists lists. For each project, when I review the drawings, I make a separate sheet of paper for each specification division. When I see something in the drawings to comment on, or when the architect tells me something that affects the spec, in the left margin of the applicable division sheet I write the applicable section number, then the drawing sheet/detail, then the note. When each item has been resolved (incorporated into the spec, or answered by the architect, or whatever), I cross out that item. Everyone has to develop a method that works for them, but I’ve been doing it this way for 17 years as a consultant and am very comfortable with it. Tho sometimes you need to be like a terrier and keep after your client to get the answers. ---
**Author:** ![specman](https://yyz1.discourse-cdn.com/flex047/user_avatar/forum.4specs.com/specman/32/222_2.png) [@specman](https://forum.4specs.com/u/specman)\ **Post date:** [September 20, 2006, 3:45pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/3 "2006-09-20T15:45:10Z")
You don’t indicate whether you’re independent or in-house. But in either case, Dave’s method is very similar to mine. Since I do both in-house and independent work, the list method is the best if you can remember to maintain them. For my in-house work, I make the project team maintain the list. I created a spreadsheet list that is located on the public project drive where each team member can add their comments. As I complete the worked requested in the list, I state on the list what I actually did to address that comment (sometimes it’s not exactly what they requested) and the date I completed it. For my independent work, I follow Dave’s method exactly, and you’re responsible for maintaining the list. If you’re a little more adept at the internet, an FTP site can be used to maintain lists similar to the one I use for in-house work, and ask that your clients add to that. Even if you can’t get your client(s) to maintain the list, at least it is there for them to use. ---
**Author:** ![julie\_root](https://avatars.discourse-cdn.com/v4/letter/j/e19adc/32.png) [@julie\_root](https://forum.4specs.com/u/julie_root)\ **Post date:** [September 20, 2006, 4:01pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/4 "2006-09-20T16:01:42Z")
As a in-house QA/QC, Senior Project Architect and spec writer. I totally agree with Dave. I have a ‘outstanding items’ list for each project in the office. When I get a question from the job captain or other team member I make a note in my master list for that project. I try to keep it simple in the master list and make another list for a specific issues that may need several tasks. If they send me drawings or sketches I keep them in a folder. We have various scanning options in our office and it makes all the difference in the world to me if I can keep the questions and drawings electronically. I am trying to put down my pencil and mark up dwfs or pdfs in the computer as much as possible. I can then send the same information easier to team members, consultants, product reps, plan reviewers, etc… I have to say the marking in the computer was very hard at first being trained in school with hand drafting (last class that did not have to take computer drafting), but sticking with it has made it much easier now. Lately I have been trying to work with outlook tasks list so I can post an alert to help me on more obscure projects that get broadsided by the big job I am assigned to on a daily bases. I have one client that lets me send him alerts to his outlook to remind him to answer my questions. This has worked out very well. Good question. I am always interested in learning more. I hope more of you will share your tricks. ---
**Author:** ![johnhunter](https://avatars.discourse-cdn.com/v4/letter/j/bb73d2/32.png) [@johnhunter](https://forum.4specs.com/u/johnhunter)\ **Post date:** [September 20, 2006, 6:09pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/5 "2006-09-20T18:09:17Z")
As an in-house Spec Writer with QA and other responsibilities, I also use the list method (with the occasional “list of lists” when things get just a bit out of hand). I also have adopted a technique of using spiral-bound notebooks, with a separate notebook (preferrably different colors) for each project. I use the notebooks essentially as a project journal,and include any personal reminder notes, to do lists, and personal notes from team, consultant, client meetings, etc., as well as notes about product selection, etc. and anyting else pertinent to the project. If I have to refresh my memory, or anyone elses memory, for that matter, I have only one place to look for notes. Although there may be a digital version possible, the notebook approach has the advantage of simplicity and portability. I use 3 ring binders for incoming information - sketches, cuts, etc. - also one per project. Thanks for raising an excellent topic for all of us trying to stay effective. ---
**Author:** ![bunzick](https://avatars.discourse-cdn.com/v4/letter/b/a587f6/32.png) [@bunzick](https://forum.4specs.com/u/bunzick)\ **Post date:** [September 21, 2006, 9:21pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/6 "2006-09-21T21:21:21Z")
I use a separate document with a MS Word table, one row for each Section, with 3 (usually) columns. One column is a short “status” (like copied, draft, final, printed), one is “to do” for me as specifier, and the third is outstanding questions. I use different styles for the questions indicating to whom they’re directed (including myself). Anytime any issue comes up that affects the specs I put it in this document. That could be info from a meeting or from phone calls or e-mails. It could also be something I realize I need to add to one section while I’m editing another. That way I keep my head in one section at a time without worrying about remembering some tidbit of coordination when I get to another section. Having the status column lets me sort the table by that column and group sections together that need work. ---
**Author:** ![awhitacre](https://yyz1.discourse-cdn.com/flex047/user_avatar/forum.4specs.com/awhitacre/32/117_2.png) [@awhitacre](https://forum.4specs.com/u/awhitacre)\ **Post date:** [September 22, 2006, 12:18am UTC](https://forum.4specs.com/t/multiple-project-organization/616/7 "2006-09-22T00:18:09Z")
I use a low tech version that doesn’t seem very organized, but its like this: I have a pile on my desk for each project with a running "to do " list on top of the pile. I’ve never been good at keeping notebooks (I lose them or misplace them) but I can keep a foot-high stack of paper on my desk in one place and refer to that regularly. if something comes to mind while I’m working, I put it on a post it note; and then later transfer the note (or the note contents) to the list. I also do keep all my project emails and sort reguarly by topic so that I can review any outstanding issues. I also use the pile of paper for each of my various professional groups – AIA, CSI and the like. ---
**Author:** ![Phil\_Kabza](https://avatars.discourse-cdn.com/v4/letter/p/6f9a4e/32.png) [@Phil\_Kabza](https://forum.4specs.com/u/Phil_Kabza)\ **Post date:** [September 22, 2006, 11:45am UTC](https://forum.4specs.com/t/multiple-project-organization/616/8 "2006-09-22T11:45:18Z")
I keep a running email in drafts for each project, with topics organized by section number. I pull all project correspondence into project folders, then address it. I’m going to benefit from some of the comments above as well. I think a big problem is not just the physical means of handling multiple issues on multiple projects - it is the inherent Attention Deficit Disorder-like jumping from one thing to another all day long, to the exclusion of holding an uninterrupted chain of thought for more than a minute or two. Emails, IMs, phone calls, cell phone calls, and walkup questions can drive an inhouse spec writer mad. Efforts that help protect from incessant interruption help. Sometimes, setting up a do not disturb on the phone, turning off email notifiers, and finding a quiet conference room to work in become necessary. Also, it’s occasionally necessary to say “sorry, I can’t do that project - I’m already booked”. PMs forget outside consultant fees much sooner than they forgive your dropped balls. ---
**Author:** ![Rliebing](https://avatars.discourse-cdn.com/v4/letter/r/c57346/32.png) [@Rliebing](https://forum.4specs.com/u/Rliebing)\ **Post date:** [September 22, 2006, 11:47am UTC](https://forum.4specs.com/t/multiple-project-organization/616/9 "2006-09-22T11:47:42Z")
And the really great side aspect to the “pile system” is the chin-dropping, amazed looks on the face of others, when you go right to the correct pile and pull out exactly what they asked for! So glad to know I am not alone. ---
**Author:** ![bunzick](https://avatars.discourse-cdn.com/v4/letter/b/a587f6/32.png) [@bunzick](https://forum.4specs.com/u/bunzick)\ **Post date:** [September 22, 2006, 3:50pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/10 "2006-09-22T15:50:14Z")
I failed to mention that I use my “Section Listing and Status” document (as I call it) as a memo of sorts. I print it out at appropriate points and give it to the project architect, who can then review, check the section text, and respond with answers to the open items on the list. ---
**Author:** ![awhitacre](https://yyz1.discourse-cdn.com/flex047/user_avatar/forum.4specs.com/awhitacre/32/117_2.png) [@awhitacre](https://forum.4specs.com/u/awhitacre)\ **Post date:** [September 22, 2006, 4:55pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/11 "2006-09-22T16:55:01Z")
you know, I partially went into specs because I thought it would teach me to be more organized, but I seem to have subverted the process somehow. My memory, however, has gotten a LOT better… ---
**Author:** ![julie\_root](https://avatars.discourse-cdn.com/v4/letter/j/e19adc/32.png) [@julie\_root](https://forum.4specs.com/u/julie_root)\ **Post date:** [September 22, 2006, 6:10pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/12 "2006-09-22T18:10:01Z")
One may laugh at this but…last year in my review I actually listed my memory as one of my strengths. I know it sounds crazy, but some how the multi-tasking does improve the memory. I am a firm believer of it. Now I have also learned to document that memory on paper 90% of the time because my bosses cannot understand how to value memory in terms of salary $$$, but some how it is a strength given what we do day in and day out. The hard part sometime is when others chose not to remember because they rely on your ability to do so. ---
**Author:** ![rm\_beard\_ccs](https://yyz1.discourse-cdn.com/flex047/user_avatar/forum.4specs.com/rm_beard_ccs/32/80_2.png) [@rm\_beard\_ccs](https://forum.4specs.com/u/rm_beard_ccs)\ **Post date:** [September 22, 2006, 6:35pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/13 "2006-09-22T18:35:04Z")
Memory - what memory. Julie, you sound like you are under the age of 40. The one important thing I have learned about memory is that one SHOULD NOT try to rely on memorized facts, but rather, memorize the original source location. Too many times in the past I have thought I “memorized” something correctly to find out later that I didn’t or that changes/updates have occurred. ---
**Author:** ![julie\_root](https://avatars.discourse-cdn.com/v4/letter/j/e19adc/32.png) [@julie\_root](https://forum.4specs.com/u/julie_root)\ **Post date:** [September 22, 2006, 6:49pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/14 "2006-09-22T18:49:34Z")
Ron - You are absolutely right! And that is really what I mean when I say memory. I am good at remembering where to find the info. Not the word for word quotes. There is also a difference in concept understanding along with context relationships vs. memorizing verbatum. I think spec writers and technical designers have a understanding of the first idea of memory. I find a lot of young architects who were schooled to learn things verbatum rather than by concept/context. Drives me crazy because those are the people you have to tell things more than 10 times before they get it. Thanks Ron…I am turn 42 next month. I definately lost a few years of memory when I had my two kids, but now that they are sleeping through the night I am rebounding. ---
**Author:** ![rm\_beard\_ccs](https://yyz1.discourse-cdn.com/flex047/user_avatar/forum.4specs.com/rm_beard_ccs/32/80_2.png) [@rm\_beard\_ccs](https://forum.4specs.com/u/rm_beard_ccs)\ **Post date:** [September 22, 2006, 7:20pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/15 "2006-09-22T19:20:06Z")
In the past I have really impressed some of the younger architects that I have worked with by telling them that I have a photographic memory. What I don’t tell them is that I’m a little short on film. ---
**Author:** ![wyancey](https://avatars.discourse-cdn.com/v4/letter/w/b2d939/32.png) [@wyancey](https://forum.4specs.com/u/wyancey)\ **Post date:** [September 22, 2006, 7:48pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/16 "2006-09-22T19:48:09Z")
Anne and Julie have an unfair advantage. They can multi-task much better than men. My wife can read a book, watch Iron Chef America, and talk to me all at the same time, and not skip a beat. I am one task at a time. Don’t talk to me after the 2 minute whistle in a close NFL game, or during overtime in a hockey game or sssh, I can’t hear what Dan Patrick on ESPN is saying on SportsDesk. I also utilize the pile-on method, usually co-mingled infront of my key board for quick access. I use a notepad but loose that from time to time. Sometimes I suffer panic attacks about something missing from the project that has my immeidate attention (say project D) then remember after my heart rate gets up that that emergency was for project W or A or Y or N or E. That is all I have say about that. I am outa here. You have been great. Have a good weekend. Wayne ---
**Author:** ![john\_regener](https://avatars.discourse-cdn.com/v4/letter/j/a5b964/32.png) [@john\_regener](https://forum.4specs.com/u/john_regener)\ **Post date:** [September 23, 2006, 7:01pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/17 "2006-09-23T19:01:56Z")
I have been successful in organizing information about simultaneous projects by insisting that communication be by email and that the email have the project identified in the subject line as well as the topic of the message. I’ve been doing this diligently because I too live by the “pile” system. By having the email identified by project, I can set up folders in Outlook for each project and move messages to that folder (“electronic pile”). It’s much easier to retrieve the information and the organizational effort is low enough that it gets done. Also, I strongly encourage the use of Acrobat when transmitting copies of product data and sketches. Each project has a set of folders that includes a “reference” folder where downloaded and emailed .pdf files are copied. I like this a lot because the folder = the pile, and the folder is often easier to find than a physical stack of project-specific paper. Regarding the unavoidable handwritten and printed matter, I write in the upper righthand corner a three-letter code that I assign for each project (“ACO” = “American Career College, Ontario, CA”). It helps the documents to find their way to the appropriate physical pile. Finally, one of keys to keeping some sanity in the midst of multiple projects is to set up limits on the types of projects that you take on. For instance, I primarily do public and private schools, low- to mid-rise office buildings and churches. I am staying away right now from hospitals, hotels, restaurants and all forms of residential projects, although I have written specs for many of these project types. It saves a lot of “shifting” of mental gears to work on only a few project types. For in-house specifiers, this is almost automatic because the firm usually specializes in a few project types. For out-sourced (not “out-house”) specifiers, it’s more challenging to put up limits. But it makes you more more focused and productive if you do. ---
**Author:** ![lynn\_jolley](https://avatars.discourse-cdn.com/v4/letter/l/8491ac/32.png) [@lynn\_jolley](https://forum.4specs.com/u/lynn_jolley)\ **Post date:** [October 8, 2006, 9:59pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/18 "2006-10-08T21:59:13Z")
I believe that absolutely key to organizing multiple projects (or anything else for that matter) is filing. My personal mandate is to file for 30 minutes first thing every morning before starting work on projects. This single act makes a world of difference in my level of productivity and sense of control over the work I do. I’ll admit sometimes I fall off the wagon, and stop my filing routine when I get a bunch of projects going at one time. However without fail, I eventually leave out some important piece in a project I am specifying, or find myself spending hours searching for an important piece of paper, and I relearn the importance of filing. ---
**Author:** ![lynn\_jolley](https://avatars.discourse-cdn.com/v4/letter/l/8491ac/32.png) [@lynn\_jolley](https://forum.4specs.com/u/lynn_jolley)\ **Post date:** [October 8, 2006, 10:18pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/19 "2006-10-08T22:18:55Z")
I want to say just a little more about filing. I file emails for about 15 minutes a day and paper another 15. For 4 years I filed paper in piles (like some of you have already mentioned) and that worked well for me. For the past 3 years I have filed paper in folders and a filing cabinet that I can access while sitting at my desk. This works much better for me than piles. ---
**Author:** ![awhitacre](https://yyz1.discourse-cdn.com/flex047/user_avatar/forum.4specs.com/awhitacre/32/117_2.png) [@awhitacre](https://forum.4specs.com/u/awhitacre)\ **Post date:** [October 9, 2006, 4:51pm UTC](https://forum.4specs.com/t/multiple-project-organization/616/20 "2006-10-09T16:51:13Z")
I lose the folders. even if the folder is literally sitting under my nose, I won’t see it half the time. my ability to multi-task has deteriorated with age somewhat. I no longer can type and email, remember a phone conversation and answer a question at the same time. I usually have to finish the email, let the phone ring to message, and then turn to concentrate on what someone is asking me. And, in the typical cruel fate, people come up behind me and startle me in exactly the same way I used to startle my mother (and took great delight in doing so) I can see someone coming toward my desk… and still have them scare me when they say something. [Next page](https://forum.4specs.com/t/multiple-project-organization/616.md?page=2)